Miami Spring Break Bash!

By: Haley Kusak, Oliver Lauro, Allie Dethmers, Jillian Koehnken, Jamie Kopacka

Table of Contents

Research Conducted.........................................1The Event..........................................................2-3Food and Drink Menu.......................................4Meeting Notes...................................................5Budget................................................................6-8Timeline............................................................9-10Function Sheet…………………………………………...11Marketing Material...........................................12-16Risk Assessment...................................................17Evaluation...........................................................18

Research Conducted Similar Events: As we began to

brainstorm our big idea we thought of what every college student has on their mind spring semester, spring break. Spring break is a huge college phenomenon that has been portrayed in many American films. The stereo typical spring break party is seen in a warm location so everyone can enjoy the heat of the sun, the freeness of a bathing suit, and most importantly have a cold

alcoholic beverage to sip on.

Location: It was important when we planned this event that we wanted the location to have a warm climate as well as affordable airfare to the location. Florida has the warmest climate on the east coast and very affordable flights for college students. We chose the Surfcomber hotel in South Beach, Miami, FL. The Surfcomber hotel offers more than 50,000 square feet of outdoor space with a pool. The surfcomber has held many incredible spring break bashes, such as Victoria Secrets Pink spring break bash.

Demographics: Our main demographic for our spring break bash is American college students and social lights ages 21-31. Since these college students are all going to Miami for spring break and the hotel we chose is very upscale, these students will come from upper class families.The students are eager and have serious spring fever.

Ticket pricing :The

Surfcomber hotel is luxurious and expensive. Celebrities are known to make appearances at their spring break events. We decided to get into the party and have inclusive drinks, appetizers and top of the line entertainment for an admission starting at $150 a year in advance and up $100 every three months ending at $450. Half the ticket sales will be donated to Zoological Wildlife Foundation.

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The Event Purpose of the Event: Rumble in the Jungle is a promotional event for spring breakers to attend. This event will help

the Surfcomber hotel attract consumers, create brand awareness as well as help the hotel generate profit. Half the proceeds of Rumble in the Jungle Admission will go to Zoological Wildlife Foundation.

Attendees: We expect about 500 people to attend Rumble in the Jungle. The outdoor space provided

at the Surfcomber hotel can fit up to 500 people standing.

Location: We decided that the Surfcomber Hotel would be a perfect fit for this event due to it’s location and prestige. The Surfcomber hotel often has celebrity guests and extravagant events. This location is armed with an outdoor pool, ocean view, and is surrounded by boutiques.

Date and Time: March 11th 4pm-1am

Event Description: Rumble in the jungle’s main goals are to attract customers to the Surfcomber Hotel for spring break,

and to generate publicity for the hotel. The event will also function as a CSR effort since part of the proceeds will be donated to the Zoological Wildlife Foundation which will help establish customer loyalty. Customers get to enjoy the event’s activities while also feeling good about themselves since their money will be going to a good cause. Rumble in the Jungle will demonstrate how the Surfcomber Hotel can host a fun event while simultaneously giving back to the community by donating money to an organization focused on environmental conservation. 2

The Event Admission: Starting March 1st 2016, Rumble in the Jungle’s early bird special fee will be $100. This offer will only be available the first three months. After three months the price will go up to $250. With every ticket sale half of the buyers admissions fee will be donated to Zoological Wildlife Foundation. Guests will be able to buy their tickets on our website www.rumbleinthejingle2k17.com.

Theme: The theme of “Rumble in the Jungle” is pretty straightforward. It will be a jungle themed party where guests will be encouraged to dress in jungle-esque clothing, such as loin cloths and coconut bras. The jungle theme works well with Miami’s tropical climate and fits with the audience the Surfcomber Hotel attracts, since many guests will visiting Miami during spring break with the intention of getting away from the cold. A jungle theme successfully fits with the philanthropic efforts of this event as well, as a portion of it’s proceeds will be donated to the Zoological Wildlife Foundation in Miami.

Transportation: We expect most of our attendees to be guests staying at the hotel for the week. Rumble in the Jungle will be one of the many events they’ll be attending on their spring break getaway. The only main transportation needed will be a shuttle from the airport to the hotel. This service will be done for free complimentary of their week stay at Surfcomber Hotel. The key for this consumers stay is so they do not have to leave the hotel for entertainment. All of their spring break desires will be fulfilled at the Surfcomber hotel.

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Food Menu There will be finger food provided by the Surfcomber’s High Tide Bar for the guests at the event that is included in the ticket price. The menu will include the following:

Honey Chipotle Wings

Black Bean Hummus with Pita Chips

Grouper Cheek Sliders

Roasted Portabella Sandwich

Local Fish Taco

Grilled Chicken Wrap

Drink Menu Two complimentary drink tickets per guest, choose from the following:

Hurricane 1 shot Malibu 1 shot Captain Morgan's 1 shot light rum 1 shot orange juice 1 shot cranberry juice

Lime Lizard Vodka Rum Lime Juice Grenadine Quantities for one drink: 3/4 oz Vodka 1/2 oz Rum 1/2 oz Lime Juice 1/4 oz Grenadine

Swamp Juice Ingredients for a Swamp Juice Everclear Vodka Blue Curacao Orange Juice Quantities for one drink: 1/2 oz Everclear 2 oz Vodka 4 oz Blue Curacao Orange Juice

Three Legged Monkey Crown Royal Amaretto Pineapple Juice Quantities for one drink: 1 oz Crown Royal 1 oz Amaretto 1 oz Pineapple Juice

Jumani Cherry Brandy Taboo Port Grenadine Pineapple Juice Quantities for one drink: 1 oz Cherry Brandy 1 oz Taboo 1/2 oz Port 1 oz Grenadine 3 oz Pineapple Juice

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Meeting Notes Date: 1/25/2016Start: 11:00 a.m.End: 2:00 p.m. Location: IC Square

Organizer: Surfcomber Hotel Miami (Event Services)Required: Allie Dethmers, Jillian Koehnken, Haley Kusak, Jamie Kopacka, Oliver LauroOptional: n/aCC: Marketing Department, A/V Department, Catering Department

Task Owner DueBudget Allie 4/31Food and Beverage Jamie 4/15Entertainment Oliver 4/5Decorations Jillian 4/20Ticketing Haley 4/3Promo/Marketing Jillian 4/1Safety Allie 4/20

Topics1. Food & Beverages- Jamie- 30 min

a. Open bar menub. Complimentary drinks menu c. Appetizer menud. Ice Luge e. Price per person

2. Entertainment- Oliver- 30 mina. Steel drum band b. Famous DJ c. Photobooth d. Facepainting

Break for food/beverage 3. Decorations-Jillian- 30 min

a. Pool floatsb. Balloonsc. Face in a holed. Masks

4. Ticketing-Haley-30 mina. Online Ticketing websiteb. Package with spring break dealc. Group rates

Break for food/beverage 5. Promo/Marketing- Jillian- 30 min

a. Social media b. Posters

6. Budget- Allie- 30 min a. Staff numbers b. Food and beverage c. Insurance d. Decorations 5

Budget Estimated Expenses:

● Hotel expenses ○ Number of staff needed specifically for the event(Staff is

included in hotel)■ Security guards: 20■ Waiters: 20 ■ Bartenders: 7 Bartenders■ Chefs: 10

● Food and Beverages○ Cash bar:

■ Approximately 4,500 Drinks total, requiring 7 Bartenders

● Soft Drinks (Mixers): 282 Bottle(s) $0.20x 282= $56.40

● Beer Kegs: 7 $100x7=$700● Wine: 225 Bottle(s) 750 ml 225x$5=1,125● Liquor: 57 Bottle(s) 1 liter 57x$20=1,140

○ Cake-external ■ $4.00 per serving x500= $2,000)

○ Ice Luge ■ $250 ■ $50 Delivery Fee

○ Mud bath Fondue $3,473 from Black & White Fountain

● Entertainment ■ Steel drum band (Pan Paradise

Band): $2500■ Featured DJ: Calvin Harris -

$150,000 ■ Photobooth ($625) Top Hat Photo

Booths■ Face painting: Monica Gomez (2

hours from 4pm-6pm): $200

○ Appetizers: **20 bites per person= 10,000 total bites.For larger appetizers such as sandwiches/wraps/taco cut into quarters w/ Toothpick (aka bite size)** 1666 bites of each appetizer.

○ Honey Chipotle Wings-$14○ Black Bean Hummus with Pita Chips-$13○ Grouper Cheek Sliders-$16○ Roasted Portabella Sandwich-$14○ Local Fish Taco-$15○ Grilled Chicken Wrap-$15

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Budget Estimated Expenses:

○ Decorations: $1176.35 Total■ Pool floats

● 5 Flamingo Pool Inflatable Toys○ $69.00 X 5 = $345 total

■ Stilt Walkers● 1 Zebra & 1 Giraffe Stilt Walkers● FREE - Family in London owns the

company, just a tip necessary (3 hours from 6pm-9pm. 2 Stilt Walkers X $150 each = $300 Total)

■ Balloons ● 5 bouquets with 4 zebra, 4 leopard,

4 tiger. ○ 60 balloons total x $3.75

each = $225 total■ Face in a hole

● 1 Face-in-Hole Cut-Out station next to bathrooms to reduce line wait time

○ $50.00

■ Masks ● Jungle Safari Masks

○ 42 Value Packs (12 in each) - $4.50 each X 42 value packs = $189 Total

■ Pool Lights● (3) Underwater Light Starship for Pool Accessory

○ $22.45 each X 3 = $67.35 Total

Estimated Income: ● Ticketing:

○ Early bird special: (200 peoplex$100 ticket)=$20,000

○ Full Price: (300 peoplex$250 ticket)=$75,000○ TOTAL=$95,000

● Cash bar:○ Cash bar (500 people x7 hours of drinking

one drink each)=3,500 drinks. ○ 3500 Drinks x average drink $10 each =

$35,000 TOTAL from cash bar● Guest Stays:

○ 500x $420 per night =$210,000

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Budget

Total Expenses: $279,097.1

Total Revenue: $340,000

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Timeline ● 1 year out: ● Solidify partnership with Zoological

Wildlife Foundation● Establish a concrete date● Check for any conflicting events or

Holidays● Finalize theme of event and specify where

on Hotel property it will be held

● 6 Months out:○ Begin planning

■ Order decorations■ Decide on food and beverage selection■ Schedule DJ, Steel drum Band, Parrot

trainers■ Hire AV technicians

○ Issue Press Release for the event○ Complete Alcohol Waiver form○ Start Promoting

■ Mention on Social Media (Hotel’s & Zoological Wildlife Foundation)

■ Advertise on trip planning websites (Expedia, TripHobo ( etc..)

■ Announce early bird tickets

● 3 months out:○ End Early Bird Tickets○ Continue advertising efforts

■ Begin to build hype via social media○ Ensure Hotel has access to all necessary items (chairs,

tables, Av, etc..)○ Begin Scheduling staff to work the event & assign

positions (waiters, bartenders, security)○ Ensure crisis plan is in place (Police and Fire department

numbers, etc, company spokesperson, etc..)

● 8 weeks out:■ Purchase any necessary

insurance’■ Continue to build hype■ Let public know how

many spots are still open for the event via social media

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Timeline

● 1 Month out:■ PSA advertisement■ Confirm all necessary event items are

accounted for■ Continue to build hype

● Countdown on social media■ Inform public of remaining spots open■ Purchase extra decorations and backup

equipment

● One week out ○ Email online tickets to customers○ Ensure extra food○ Email customer's details of the event (location in

hotel, etc..) and also provide this info on social media

● Day of the event ○ Set up the venue○ Set up accommodations○ Sell last minute tickets at hotel door and

at event○ Ensure enough food is being prepared

○ Week After Event:■ Issue Press Release follow

up about the event

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Function Sheet Schedule of Events:8:45am: DJ Booth Setup-Calvin Harris10:45am- Complete DJ Set-Up11:00 am: Begin Food Prep12:00pm: Stock Cash Bar Set Up Pool Lights1:00pm: Sound Check Calvin Harris1:30pm: Steel Drum Band arrives for set up2:30pm: Sound Check Steel Drum Band Chef Blair coordinates with waiters to organize plating3:00pm: Ice Luge, Cake, and Mud Bath Fountain Delivery4:00pm: Guests Arrive Begin Appetizer Plating Steel Drum Band Begins playing5:00pm: Appetizers come out6:00pm: Face Painter Begin7:00pm: Stilt Walking Begins8:00 pm: Steel Drum Band Concludes Calvin Harris Prep9:00pm: Calvin Harris Begins 12:00am: Calvin Harris Tear Down1:00am: Complete Tear Down

Contact Information: Event Planners:

Function SheetHaley Kusak (585)474-1290Oliver Lauro (631) 566-6668Jamie Kopacka (973) 415-7805Jill Koehnken (845) 216-7790Allie Dethmers (845) 544-5514Catering Lead: Blair Wilson (305)532.7715Chief of Police: Jon Goldsmith (305)484-4902Paramedic Contact: Cody Doran (305)301-6676Venue Coordinator: Donald Christensen (305) 459-9067Zoological Wildlife Foundation Representative: Allison Smith (305) 668-1123Coordinator: James Williams (305)453-7721

General Information:The Event: Rumble In the JungleGuests: 500 Spring BreakersElements: Steel Drum Band, DJ Calvin Harris, Cash Bar, Food

Date: March 11th, 2017Venue: Surfcomber Resort Miami, Florida

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Marketing Press KitTalking Points:

● Time and date○ March 11th○ 4pm-12am

● Location○ Surfcomber○ South Beach, Miami ○ Florida○ Poolside

● More in depth about theme:○ Entertainment

■ Live DJ Calvin Harris ○ Food and drink

■ Two complimentary drinks with wristband

■ Appetizers included ■ Catering by High Tide Bar

● Target audience○ 21-30: main audience○ Those attending spring break

■ Possible college students

○ Willing to spend money on recreational activities

● Entry costs○ $100 and valid identification

for an over 21 wristband

● Proceeds to wildlife foundation

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Marketing Press Kit

60 Second PSA:

(Jungle noises) Attention all spring breakers! On March 11th, The Surfcomber Hotel is hosting a “Rumble in the Jungle” party for anyone looking for the complete spring break experience. Come on down to the Surfcomber Hotel in South Beach Miami, and stay with us to enjoy the festivities as well as the beautiful weather and entertainment that this lively city has to offer. The jungle opens at 4 p.m., and will close around 12a.m.. All guests are invited to partake in the festivities that will include, various foods, jungle themed activities, fun drinks, and even live entertainment such as steel drums, a DJ, a pool and water slide, and live tropical birds. Experience this March 11th bash with a $100 dollar entry fee that will include two specialty drinks as well as food catered by our very own restaurant. Come on down with your loin cloths and coconut bras (insert tarzan noises) and rumble in the jungle with us! All proceeds going to the to zoological wildlife foundation, so come celebrate with us on March 11th and get funky for a good cause. For more information go to www.rumbleinthejingle2k17.com Thanks! (more jungle noises)

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Marketing Press Kit

30 Second PSA:

(Jungle noises) The Surfcomber Hotel is hosting a rumble in the jungle spring break party starting at 4PM and running till 12am, on March 11th. All guests are invited to partake in the festivities that will include, various foods, jungle themed activities, fun drinks, and even live entertainment such as steel drums, a DJ Calvin Harris, and live tropical birds. There is a $100 dollar entry fee that will include two specialty drinks as well as food. Come on down with your loin cloths and coconut bras (insert tarzan noises) and rumble in the jungle with us! All proceeds going to the to zoological wildlife foundation, so come celebrate with us on March 11th and get funky for a good cause.

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Marketing Press KitPress Release: Contact: Oliver Lauro FOR IMMEDIATE RELEASETel. 555-555-5555Email: olauro1@ithaca.eduDate: April 5, 2016 THE SURFCOMBER HOTEL HOSTS “RUMBLE IN THE JUNGLE” BASH “Rumble in the Jungle” is a spring break bash featuring funky, jungle themed entertainment and fun in the sun. Hosted at the Surfcomber in South Beach Miami. This party is ideal for spring breakers. Featuring live music and other entertainment, this event offers a chance for our guests to let loose and enjoy the simple things. Food and drinks will be provided including a cash bar. Taking place March 11th, 2017, “Rumble in the Jungle” begins at 4:00 pm and ends at 12:00 am. Costs include a $100 early bird cover fee and valid identification showing 21 years of age. Those under 21 can still enter and cannot take part in drinking. Prices are expected to rise to $250 as the event date nears. With the cover comes live DJ entertainment, two complimentary drinks, and refreshments.

Guests can find their “Rumble in the Jungle” party at the Surfcomber Hotel in South Beach Miami, where they will show proof of ticket purchase and receive a wristband for entrance to the bash. “We look forward to hosting such a unique funky event where guests can let loose and enjoy a safe and fun spring break in the sun, the way it should be” said Surfcomber’s event coordinator, Oliver Lauro. The Surfcomber hotel is committed to providing an authentic, high quality florida experiences for all guests. It achieves this goal through hosting events centered around fun, safety, and a relaxing atmosphere. “Rumble in the Jungle” will generate positive experiences in hopes of attracting even more spring breakers in the future.

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Marketing Press KitPoster Design

Snapchat filter

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Risk Assessment

1. Alcohol Consumption: Because alcohol will be served, a possible risk is overconsumption. Bartenders will be aware of the number of drinks each guest purchases. Wristbands to ensure only over 21 are consuming.

2. In case of possible injury: ENT on call throughout the duration of event.3. Overcrowding/Unauthorized entry: Security guards in place at each entry, extra on call in case of any

incident where guests need to be handled4. In case of bad weather: Tent to Cover DJ booth in case of rain. In case of potentially dangerous

weather, this party will be held inside the hotel in our banquet room.

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Evaluation

1. Throughout the event, surveys will be given to guests in order to collect as much information as possible by the end of the night. Guests will be asked to review the food, beverages, and DJ entertainment.

2. After the event, we will track the number of attendees and the number of social media mentions. 3. A week after the event, a social media Question and Answer session will be held via Twitter. Through

this Q&A, Surfcomber representatives will ask for feedback and utilize the hashtag #surfcomberspringbreak in order to unify the posts and make the information easily accessible.

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Thank you!